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Privacy Policy

We collect and hold personal information relating to our pupils and may also receive information about them from their previous school, local authority and/or the Department for Education (DfE). We use this personal data to:

  • support our pupils’ learning
  • monitor and report on their progress
  • provide appropriate pastoral care; and
  • assess the quality of our services
  • protect public monies against fraud

This information will include their contact details, national curriculum assessment results, attendance information, any exclusion information, where they go after they leave us and personal characteristics such as their ethnic group, any special educational needs they may have as well as relevant medical information and information around safeguarding.

A parent/carer can request that only their child’s name, address and date of birth be passed to Derbyshire County Council by informing the School Business Manager. This right is transferred to the child once he/she reaches the age 16. For more information about services for young people, please go to our local authority website

To ensure your son or daughter’s information is kept safe we have the following controls/limitations in place:

  1. the information will not be used for any purpose other than those stated in this notice
  2. the information will be held within secure systems/locations, with appropriate levels of security, that comply with relevant data protection legislation
  3. the information will only be shared for lawful purposes and with an appropriate level of security that complies with relevant data protection legislation
  4. the information will only be held for the periods agreed in our school’s Record Retention Policy and Schedule, after which it will be destroyed. Our school’s Record Retention and Schedule can be found here (Link to document)
  5. the information will be held, used and shared in accordance with Data Protection Act 1998 legislation and the General Data Protection Regulation (GDPR) which comes into force on 25 May 2018.

We will not give information about our pupils to anyone without your consent unless the law and our policies allow us to do so. When you give your consent for your son or daughter’s information to be held and/or shared for any purpose you can withdraw that consent at any time by contacting:

The School Business Officer
Kilburn Junior School,
The Flat Kilburn,

[email protected]
01332 880540

You can also contact the person named above if you wish to:

  • access any records we hold about your son or daughter
  • have any information we hold about your son or daughter corrected
  • have any information we hold about your son or daughter erased
  • restrict how information we hold about your son or daughter can be used or shared
  • object to information about your son or daughter being held
  • have any information we hold about your son or daughter transferred to a third party
  • challenge decisions relating to your son or daughter made using automated decision making and profiling

We are required, by law, to pass certain information about our pupils to our local authority (LA) and the Department for Education (DfE).

DfE may also share pupil level personal data that we supply to them, with third parties. This will only take place where legislation allows it to do so and it is in compliance with the Data Protection Act 1998.

Decisions on whether DfE releases this personal data to third parties are subject to a robust approval process and are based on a detailed assessment of who is requesting the data, the purpose for which it is required, the level and sensitivity of data requested and the arrangements in place to store and handle the data. To be granted access to pupil level data, requestors must comply with strict terms and conditions covering the confidentiality and handling of data, security arrangements and retention and use of the data.

For more information on how this sharing process works, please visit:

For information on which third party organisations (and for which project) pupil level data has been provided to, please visit:

If you need more information about how our local authority and/or DfE collect and use your information, please visit:

If you are unable to access these websites, please contact:

For Derbyshire County Council:

Information Governance Officer
Children’s Services Department, Derbyshire County Council
Room 361
County Hall

Email:  [email protected]  
Telephone: 01629 532011

For DfE:

Public Communications Unit,
Department for Education,
Sanctuary Buildings,
Great Smith Street,
SW1P 3BT                                                                             


Telephone: 0370 000 2288

Should you have any concerns or complaints relating to your son or daughter about how we, as a school, obtain, use, store or share their personal data please contact:

The School Business Officer
Kilburn Junior School,
The Flat Kilburn,

[email protected]
01332 880540

If, however, you are dissatisfied with our response to your concerns you can of course contact the:

Information Commissioners Office
Wycliffe House
Water Lane

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
Fax: 01625 524 510

  • The Information Commissioners Office deals with concerns and complaints relating to data protection and freedom of information legislation.

Privacy Notice – Coronavirus - Track and Trace

Responding to the Coronavirus advice from the Government is an obligation on all schools in England.

The development of the NHS ‘Track and Trace’ scheme is a key part of the government plan to manage Coronavirus.

As more pupils are returning to our schools, the safety and wellbeing of pupils, staff and their families is a priority.

Planning to manage a safe return is in place, however our responsibility extends beyond the school gates.

We hold a lot of data, and it may be necessary for us to share that data on request from NHS Track and Trace workers.

We will do this and will play our part in making this process as effective as possible.

It is likely that we will be asked to provide contact details if a case of Coronavirus or a suspected case arises in our school.

There is an obligation to support the government planning. We will provide details as requested to do this.

We will be sharing data on the basis that this is a Public Duty and that in the case of any health data it is necessary for the public interest, as set out.

Please be assured that we will keep a record of information that we share.

If you have any questions please contact the school office.

To view the Privacy Notice that is specific to the Track and Trace Policy, please click on the link below:

Covid19 - Track and Trace Privacy Notice


For GDPR specific policies please click the link below to the EMBARK Trust Website to view the Trust’s approach to GDPR

Should you wish to request paper copies or further details with reference to GDPR please contact the School’s Data Compliance Lead Charlene Hudson

Data Protection Officer

Our Data Protection Officer is:

John Walker

[email protected]

03337 729763